Office Manager - Bilingual Preferred (English/Spanish) - CLARKE SCHOOLS FOR HEARING & SPEECH : Job Details

Job Type Full-time Description Responsible for smooth running and upkeep of school office and facilities, including reception duties, filing and records management, collection and reporting of information required by state agencies and school districts, purchasing/ billing/enrollment functions, maintenance of equipment and supplies, oversight of facilities and other administrative support duties as assigned by the Director. Reports to the Director. The normal daily hours are 8:00 am to 4:30 pm with a half hour unpaid lunch. This is a non-exempt 12 month position. Assist the Director, Assistant Director and school staff:

• Assist in implementation of all office policies, procedures, systems, forms
• Maintain correspondence and documentation of communication with El programs and schools, including agency contracts, reporting attendance, mailing session sheets and service logs
• Establish and maintain student files, rosters, parent contact lists, staff lists, attendance sheets
• Assist in preparation of reports and licensure materials required by state education, early childhood, health and other agencies
• Post forms for quarterly reports, IEPs and other reports
• Prepare and distribute approved annual calendar
• Prepare and distribute enrollment packets, visitor packets, parent handbook, and other written or PR materials
• Make necessary calls to main campus, bus companies, health care consultant, parents, school districts, early intervention (El) programs and other calls as directed
• Order supplies, snacks and equipment; verify delivery
• Maintain petty cash

Liaison to Human Resource Department:

• Assist new employees in submission of required documents
• Distribute information from HR Department

Liaison to Finance Department:

• Collaborate with Director and the Finance Department in budgeting
• Verify, assign account numbers, submit and file invoices and purchase orders
• Handle all billing procedures conducted at Clarke Boston
• Enter all enrollment and change of status information into Clarke database system
• Complete and submit monthly petty cash and credit card reconciliation
• Establish and maintain vendor accounts
• Maintain certificates of liability insurance for vendors
• Compile and transmit EI services reimbursement materials
• Assist with submission of school district and EI agency contracts
• Submit time sheets

Liaison to IT Department:

• Assist staff in establishment and use of email and other Zimbra functions
• Troubleshoot computer/printer/videoconferencing issues
• Assist in remote IT installation and repairs

Facilities - Liaison to landlord for facility maintenance. Manage and maintain all facility related issues, including:

• Maintain, order, organize all necessary snacks, water, school and office supplies
• Arrange for and oversee annual and semi-annual inspections, certifications and maintenance and painting services and schedule corresponding appointments
• Assure maintenance of clean, attractive and welcoming reception, kitchen and school facilities
• Arrange for and oversee cleaning and maintenance needs and vendors

Perform other administrative support duties as assigned by Director. Requirements

• Experience in an educational setting
• Associates Degree
• Effective time management skills
• Excellent organizational skills
• Computer literacy with strong knowledge of Microsoft suite of office products
• Excellent oral and written communication skills, including proofreading, spelling and grammar
• Strong interpersonal skills with a pleasant and positive manner
• Ability to operate copier, facsimile, multiple line telephone system
• Flexibility
• Ability to relate to and work effectively with a variety of people
• Commitment to professional growth
• Commitment to the mission of the school
• Demonstration of long- and short-term planning and goal setting

Title IX Notice of Nondiscrimination: Clarke Schools does not discriminate on the basis of sex in admission, administration of its educational programs or activities or employment. Clarke Schools is required by Title IX and its implementing regulations at 34 C.F.R. Part 106 not to discriminate on the basis of sex in admission, administration of its educational programs or activities or employment. The Human Resource Director, Andrea Harkins, MBA, SPHR, SHRM-SCP, 45 Round Hill Road, Northampton, MA 01060, telephone number 413-###-####, has been designated as the employee responsible for coordinating Clarke Schools efforts to comply with and carry out its responsibilities under Title IX. Inquiries concerning the application of Title IX and its implementing regulations at 34 C.F.R. Part 106 to Clarke Schools may be referred to Andrea Harkins or to the U.S. Department of Education, Office for Civil Rights, at 400 Maryland Avenue, SW, Washington, DC 20202-1100, telephone number 800-###-####. Salary Description $26.00-$30.00 / hour